July 17, 2006 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE ANNUAL MEETING
MONDAY, JULY 17, 2006

07-001 I. ADMINISTRATION OF OATH OF MEMBERS

The Honorable Elizabeth Hines, Presiding

Judge Hines administered the oath of office to new and returning trustees, Green, Murphy, and Barney Newman.

“I, , DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”

07-002 II. CALL TO ORDER

Vice President Murphy called the meeting to order at 5:46 p.m.

07-003 III. ATTENDANCE

Present: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell (President Surovell arrived at 5:59 p.m.)
Staff: Parker, Soave (Recorder)
Others: Cory Lavigne, Van Tine|Guthrie Studio of Architecture
Carl Luckenbach, Luckenbach | Ziegelman Architects

07-004 IV. APPROVAL OF AGENDA
(Item of action)

As President Surovell had not yet arrived at the meeting, it was unanimously agreed to move the Election of Board Officers to later in the Agenda.

07-005 V. SET REGULARLY SCHEDULED MEETINGS
(Item of action)

Vice President Murphy introduced the proposed schedule for 2006-2007 meetings.

Secretary Cahill, supported by Treasurer Leary, moved to approve the proposed schedule.

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman
NAYS: None

Motion passed: 6-0.

07-006 VI. APPROVAL OF MINUTES OF JUNE 19, 2006
(Item of action)

Secretary Cahill, supported by Trustee Head, moved to approve the minutes of June 19, 2006.

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman
NAYS: None

Motion passed: 6-0.

07-007 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

07-008 VIII. FINANCIAL REPORT

Director Parker provided the following report:

The unrestricted cash balance at the end of June was $4,980,000 down from 6,330,000 in May.

Tax receipts have come in at 102% of the budgeted amount, or just over $13 million as of June 30th.

Our budget versus actual showed an operating surplus of $1,010,399 through the end of June.

Legal expenses will be over budget for the year and due to increased energy costs, utility expenses will be as well.

Property insurance for Pittsfield was more than estimated.

The operating budget is where we see the surplus. There is a surplus of $402,665 under Total

Employment Cost, half of that is benefits. We should see that amount come down next year.

$400,000 of the $1,010,399 is unanticipated revenue from taxes and also from the Scio Township DDA refund.

The balance of the surplus is from various other small areas within the budget where we did not spend the total amount budgeted.

07-009 IX. DIRECTOR’S REPORT

In addition to her written report, Director Parker reported the following:

We have received approval from the Washtenaw County Drain Commission and are on the Agenda of the August 7th City Council Meeting for final approval of the Northeast site plan.

Once the building plan is approved, bid packets will be sent out with responses expected back by the end of August. The first bid packets may be ready for approval and require a special meeting in September.

O’Neal is expecting to break ground in September.

The C-SPAN Book TV Bus will be coming to the AADL on Friday, August 4th. It will be at Malletts Creek from 10:00 a.m. to 12:00 noon and at Pittsfield from 2:00 to 4:00 p.m.

We received a letter from ProQuest congratulating us on the website award. They are posting the letter on their website.

Director Parker recommended reading the Public Agenda report titled “Long Overdue”.

SEMCOG has invited Director Parker to speak to the Oakland County Commission on sustainability and building.

Circulation statistics for 2005-2006 were over 5 million, up from 3 million in 2004-2005. There was a round of applause.

Director Parker reported that she has been approached by the Ypsilanti District Library regarding reciprocity. She is receptive to the idea and research has begun.

Director Parker would like to see a type of agreement drawn up that can be scaled in the event that other libraries in the county request reciprocity.

A recommendation will be brought to the board at a future date.

07-010 X. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
{Item of action)

Secretary Cahill, supported by Trustee Head, moved to nominate Margaret Leary for Board President. No other nominations were made.

A roll call vote was taken:

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None

Motion passed: 7-0.

2. VICE PRESIDENT
(Item of action)

President Surovell, supported by Treasurer Leary, moved to nominate Rebecca Head for Board Vice President. No other nominations were made.

A roll call vote was taken:

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None

Motion passed: 7-0.

3. TREASURER
(Item of action)

Treasurer Leary, supported by Secretary Cahill, moved to nominate Jan Barney Newman for Board Treasurer. No other nominations were made.

A roll call vote was taken:

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None

Motion passed: 7-0.

4. SECRETARY
(Item of action)

Trustee Head, supported by Secretary Cahill, moved to nominate Connie Greene for Board Secretary. No other nominations were made.

A roll call vote was taken:

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None

Motion passed: 7-0.

07-011 XI. INSTALLATION OF OFFICERS

Director Parker administered the oath installing Board officers; Trustee Leary as President, Trustee Head as Vice President, Trustee Barney Newman as Treasurer, and Trustee Greene as Secretary.

“I, ,DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.”

07-012 XII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Surovell relinquished control to new officers. President Leary presided over the remainder of the meeting.

07-013 XIII. COMMITTEE REPORTS

07-014 XIV. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Director Parker provided the following report:

Landscaping has progressed. Plantings along the entrance and driveway are in.

Exterior signs have not been received yet.

A gift of art of two paintings by artist David Tammany, were donated for the Pittsfield Branch by the Ladies Library Association.

06-125 B. PRESENTATION OF NORTHEAST BRANCH PROGRAM
Cory Lavigne, Van Tine|Guthrie Studio of Architecture

Cory Lavigne of Van|Tine Guthrie provided an overview of the floor plan and interiors for the new Northeast branch.

07-015 XV. NEW BUSINESS

07-016 A. RESOLUTION OF THANKS TO LINDA KRILL UPON HER RETIREMENT
(Item of action)

Trustee Murphy, supported by Vice President Head, moved to approve the Resolution of Thanks to Linda Krill upon her retirement.

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None

Motion passed: 7-0.

07-017 B. PRESENTATION OF DOWNTOWN MEETING ROOM RENOVATION ALTERNATIVES
Carl Luckenbach, Luckenbach | Ziegelman

Carl Luckenbach of Luckenbach | Ziegelman provided a presentation on the viable options to expand the meeting space in the Downtown location.

The Board requested that before any decisions on renovation are made, Director Parker present them with a comprehensive plan for upgrades throughout the Downtown location.

07-018 C. DISCUSSION ON BOARD RETREAT DATE

It was agreed the Board Retreat will be held Friday, September 29th from 3:00-8:00pm

07-019 XVI. ADJOURNMENT

The meeting was adjourned at 7:25 p.m.